CHAPTER TWO

LITERATURE REVIEW

2.1 INTRODUCTION
The importance of this review is to make known of some other research made in
relevance to the project topic. Many researchers have made some findings on
how this problem can be solved and achieve the objective of the subject. As
many institutions in Nigeria have chosen to pursue the dynamic financial
options available online, the advantages of online transactions are now many.
As people of this generation become more dependent on the internet for
information, the need for an automated system becomes more apparent. The
skills needed to access and comprehend information online are becoming
commonplace, and the flexibility of wireless computing means that at any place
in time e.g. Coffee shop, airport or bedroom can become an asset hall. Online
transactions and online treasury bill purchase.

2.2 ASSET VS. INVENTORY

Assets are the resources owned by the student N.Bontis (2001), and these assets
can be classified as fixed assets and current assets. Inventory is a specific type
of current asset which can be classified into raw materials, work in progress and
finished goods. Although both are categorized as assets, they are treated
differently.

2.3 WHAT ARE ASSETS?

Financial resources (capital, shares), physical resources (buildings, furniture,
machines and equipment’s), human resources (employees, executives,
managers), etc. For this research purposes, all the resources have been classified
as fixed assets and current assets. J Godfrey, A Hodgson, A Tarca, J Hamilton.
2010.
Fig. 1 IASB framework (asset)

2.3.1 FIXED ASSETS

Assets which are expected to have a useful life of more than one year is
considere as fixed assets. E.g. Tangible assets-Property, plant and equipment,
furniture and fixtures, vehicles and machinery. Intangible assets – Goodwill,
Intellectual property, etc. The value of the fixed assets depreciates over time.

2.3.2 CURRENT ASSETS

Assets which have the possibility of converting to cash within one year can be
considered as current assets. For eg: Inventory, accounts receivables, cash in
hand, cash at School, prepaid expenses, etc. J Godfrey, A Hodgson, A Tarca, J
Hamilton. 2010.

2.4 WHAT IS INVENTORY

According to SK Goyal, BC Giri- (2001). Inventory can be classified into three
main categories as:
i. Raw materials
ii. Work in progress
iii. Finished goods
These are considered as current assets which can be converted into cash within
a shorter period (less than one year). The turnover of inventory represents one
of the primary sources of revenue generation and earnings for the student’s
shareholders and the owners.
Fig.2 IASB framework (Inventory)

2.5 THE ROLE OF AN ASSET MANAGEMENT SYSTEM

The introduction of computer and the fast growth of information technology,
has massively improved the information need of the organization; the success of
this machine is dependent on the knowledge base. Therefore, one can be
prompted to ask aloud “what is a computer” (Oxford English Dictionary 2 Ed.
Oxford University Press. (1989) defined a computer as a device that can be
instructed to carry out sequences of arithmetic or logical operations
automatically. A computer may also be described as an information system
consisting of all communication channels used within an organization and
include software and hardware. The aim of an information system to Federal
polytehnic Ado-Ekiti, Ekiti State, using online automated systems is to improve
the quality and accuracy of information provided to all involved as well as
assisting organizations in compiling and reporting information as well as
making work easier for departmental heads.
Information technology has been an integral part of financial institutions since
almost four decades. According to Hewlett-Packard Journal, (1993-12), the
world is entering an era in which technology will literally transform every
aspect of the business, every aspect of life and every aspect of society. Since the
arrival of internet technology, financial asset management systems have taken a
new shape and style with a blend of convenience and satisfaction.
2.6 DATA AND INFORMATION
The thought of data and information are very important in understanding issues
that go with development and implementation of a computer software-based
asset management system. The term “data” and “information” are used
interchangeably everyday conversation as meaning the same thing. According
to O'Leary and Brasher (1996) data simply consist of raw unprocessed facts
while information is data that have been processed by the computer. M.
Hordeski (1986) defined data as graphics or textual representation of facts
concepts, numbers, letters, symbols or instructions suitable for communication,
interpretation or processing. Data is the basic element of information that is
used to described objects, ideas, conditions or situations.
PS Shenkin, B Erman (1991) defines data and information as factual events,
transactions and so on, which have been recorded. They are the raw materials
from which information is produced. Information is data that has been produced
in such a way as to be useful to the receiver. Data are fact obtained by
observation, counting, measuring, weighing etc., which are often records of
day-to-day transactions of the organization.
The concept of information in an organizational sense is more complex and
difficult than the frequent use of this common word would suggest. Oketunji
(2002) emphasized that information is data that have been processed,
transmitted by the recipient, interpreted and understood by the recipient. Here it
should be noted that the user, not just the sender is involved in the
transformation of data into information. There is a process of thought and
understanding involved and if follows that a given message can have a different
meaning to different people.
Based on this, one can conclude that data which has been scrutinized
summarized or processed in some other approach to producing a message or
report which is conveniently deemed “management information” only becomes
information if it is understood by the beneficiary. Therefore, it the user who
determines whether a report contains information or just processed data.
2.7 ASSET MANAGEMENT
According to RB Chase et al. (2001), assets are the properties owned by the
student or a firm, and these assets can be classified. In computing, an asset
management system is an application or programme developed to set policies
and controls that monitor levels of asset and determine what levels should be
maintained, when stock should be replaced, and make future projections. Asset
management is one of the important key activities of business logistics.
Because of its role in business organizations, P Schönsleben (2000) adds that
asset is one of the most important instruments of logistics planning and control.
While inventory on work in progress is linked to the production process, the
fixed asset is necessary from the standpoint of added value. According to Hill
(2002), inventory keeping and management is a significant asset in most
organizations. Its effective management, therefore, is a key task within the
auspices of operations. But controlling organizational asset is far from easy. It
involves a complex set of decisions due to the many forms of inventory taking
and integration of strategic means to keep track of all assets. In addition,
inventories are the result of functional policies within an organization as well as
the short- and long-term decisions in purchasing, operations, and sales. Bertolini
et al., (2002). The optimal management of asset is a primary objective for all
the. As a matter of fact, asset management has an important implication for both
the financial and the economic performance of astudent, therefore it is widely
acknowledged that an optimal asset management system will allow students to
achieve higher profitability levels and future forecast.
In general terms, asset management should be aimed at lowering the holding
costs through higher inventory rotation, but without triggering substantial
stockouts and backorders, caused by demand peaks and/or lead time delays. DJ
Bowersox et al., (2002) are of the opinion that inventory typical represent the
second largest component of logistics cost next to transportation. Asset
management as an important concern for Head of each Department in Federal
 polytechnic Ado-Ekiti, Ekiti State. The challenge isn’t to pare asset to the bone
to reduce costs or to have plenty around to satisfy all demands but to keep track
of the database of all students assets. There are many reasons that motivate
students to have inventories of their fixed asset. Bloomberg et al., (2002) have
identified five reasons for holding this, namely:

a. Economies of scale. A firm can realize economies of scale in manufacturing,

purchasing, and transportation by holding inventory of their assets.
Manufacturing can have longer production runs if more material assets are
inventoried, allowing per unit fixed cost reductions.
b. Balancing supply and demand is another important reason for having an asset
inventory. If supply is seasonal, asset inventory can help meet demand when
materials or products are not available. If there is an occurrence of seasonal
demand, firms must accumulate asset inventory in advance to meet demand in
the future.
c. Specialization. Asset inventory allows firms with subsidiaries to specialize.
Instead of manufacturing a variety of products, each plant can manufacture a
product and then ship the finished products directly to students or warehouse for
storage. By specializing, each plant can gain economies of scale through long
production runs.
d. Production from uncertainties. A primary reason to have an asset management
system. Having stock on hand can reduce the risk of shortage or stockouts
situationwhich might lead to lost sales and lack of reliability. Students can
possibly buy products from competitors instead. A system to keep track of fixed
assets of the institution is key.
e. Buffer interface. Asset Inventory keeping can buffer key interfaces, creating
time and place utility. Key interfaces include:
i) Supplier and purchasing
ii) Purchasing and production
iii) Production and marketing
iv) Marketing and distribution
v) Distribution and intermediary
vi) Intermediary and Students

2.8 ASSET CONTROL

Controlling assets in an organization are the activity which organizes the
availability of items to the organization. Its coordinates the purchasing,
manufacturing, and distribution functions to meet the organization's needs. This
role includes the supply of current sales items, new products, consumables,
spare parts, obsolescent items and all other supplies (T. Wild 2017).
T. Wild (2002) adds that the purpose of the inventory control function in
supporting the business activities is to optimize the following three targets:
i. Student service
ii. Asset cost
i. Operational cost

The most profitable policy is not to optimize one of these at the expense of
others. The asset management system can control has to make value judgments.
If profit is lacking, the institution goes out of operation in the short term. If the
Student service is poor, then the Students disappear and the institution goes out
of business in the longer term. Balancing the financial and marketing aspects is
the answer: the asset management system must have a fine judgment to make
decisions. The first target, Student service, can be considered in several ways,
depending on the type of demand. In a general store environment, the service
will normally be taken as “availability ex stock”, whereas in supply to Student
specification, the service expected would be delivered on time against Student
requested date. The second target, asset cost, requires a minimum of cash tied
up in the asset. This should be considered carefully since there is often the
feeling that having any assets in custody for a few periods is bad practice.
Minimizing the assets usually means attending to the major costs: very low-
value assets are not considered a significant problem. Low asset inventory can
also be considered in terms of space, or other critical resources. Where the item
is voluminous, or the store space restricted, the size of the items will also be a
major consideration.
The third target, avoiding operating cost, has become more of an issue as the
focus has been placed on inventory management. The prime operating costs are
those associated with the store's operations, inventory control, purchasing, and
the associated services. The development of logistics, linking distribution costs
with inventory, has added this new set of transportation costs to the analysis.
The research done by J. Småros et al (2003) on the impact of increasing demand
visibility on production and inventory control efficiency reveals that for
products with stable demand a partial improvement of demand visibility can
improve production and inventory control efficiency, but that the value of
visibility greatly depends on the target products’ replenishment frequencies and
the production planning cycle employed by the manufacturer.
Asset management is the active control program which allows the management
of sales, purchases, and payments. According to Coyle et al (2003), the asset is
acritical factor for success in many Institution’s.
They further stressed that asset management plays a dual role in Federal
Polytechnic Ado-Ekiti, Ekiti State. Asset management impacts the cost of sales,
but it also supports order fulfillment (Students service). As stated earlier in
chapter one, asset management is vital for the successful operation of most
organizations due to the cost inventory represents.
Effective management of asset is a major concern for firms in all Institutions
(Mentzer, et al., 2007). To achieve this, there is, therefore, the need for firms to
effectively and efficiently manage their assets. There are two main concerns
about asset management. First, the asset inventory management concerns the
level of the organizational services, that is, to have the right items in sufficient
quantities, in the right place and at the right time. Another concern is the cost of
ordering and carrying assets (Stevenson, et al., 2009).
2.9 ASSET MANAGEMENT TECHNIQUES
Asset management relates to the tracking and management of all fixed items of
the firm which includes the monitoring of commodities moved into and out of
stockroom locations and the reconciling of the asset inventory balances. Some
of the techniques used in managing assets are discussed below:

2.9.1 ABC ANALYSIS

This technique assigns items to three groups according to the relative impact or
values of the items that make up the group. Those thought to have the greatest
impact, or value, for example, constituted the ‘A’ group, while those items
thought to have a lesser impact or value were contained in the ‘B ‘and ‘C’
groups respectively (Coyle et al., 2003).
In many ABC analysis, a common mistake is to think of the ‘B’ and ‘C’ items
as being far less important than the ‘A’ items and, subsequently, to focus most
or all of management’s attention on the ‘A’ items. A decision might be made to
assume very high in-stock levels for the ‘A’ items and little or no availability
for the ‘B’ and ‘C ‘items. The fallacy here relates to the fact that all items in the
A, B and C categories are important to some extent and that strategy to assure
availability at an appropriate level of cost.
The purpose of this classification is to ensure that purchasing staff use resources
to maximum efficiency by concentrating on those items that have the greatest
potential savings. Selective control will be more effective than an approach that
treats all items identically (Lysons and Gillingham, 2003).
The relevance of this theory to this study is that it suggests that though all
categories of asset inventory are important, asset inventories must be
categorized or classified in accordance to their relative impact or value and
treated differently.

2.10 SIGNS OF POOR ASSET MANAGEMENT

 A certain number of signs allow for discovering poor asset management.
Lambert et al., (2001) mention the following elements in order to diagnose poor
asset management:
a. An increasing number of uncertainties.
b. Increasing asset investment
c. High Students turnover.
d. Increasing the cost of purchasing new items.
e. Periodic lack of sufficient storage space.
f. Large quantities of obsolete items (Fixed assets).

2.11 DATABASE OF AN ASSET MANAGEMENT SYSTEM

In the early days of computerization, it was normal to maintain specific files for
the individual application. Data where processes centrally in batches and there
was little or no online interrogation of the data. This approach is wholly
inefficient for most of today 's data processing systems. Supporting this G.
Vossen (1991), estimated the problems that result from organizing the data
using the file system.

i. There exist high redundancies between files which result from the fact that
the information is replicated in different places, and that these replications
are not controlled by a central monitor.
ii. Inconsistencies might result from the possibilities that a program makes
changes on the files it uses without these changes being made (at the same
time) by all other programs that use the files.
iii. There exist inflexibility against changes in the application: if new actions
or event arise in the cause of time, these can be realized at a substantial
expense of time.
iv. The work of many programmers involved is characterized by low
productivity, seems program maintenance is expensive: if the structure of
an existing file must be modified during its lifetime, then all application
program should modify correspondently.
v. Finally, there is the problem of adopting and maintaining standard (with
respect to coding data format etc.), which is important for exchanging data
or for migration to new operating system released, or even to a new
computer system.

To overcome these problems, databases where developed. It is now common for

large organization to organize their operational data using the database
technology. The subject of data is adequately covered in many works in
database technology. C. Clifton et al., (1983) briefly define a database as a
collection of data supporting the operation of an organization. Quoting CIMA,
Lucey (1991) provide a more detailed definition.
A database is a file of data structured in such a way that it may serve a number
of the application without it structure being dictated by any one of that
application, the concept is that programs are written around the database rather
than files being structure to meet the need of particular programs.
Russel M. (1987), dealt extensively on the need for the use of a computer on
such database system like computerized clearance system. By Dimorji (2003).
“At the center of any information system is a database, which is any collection
of related information grouped together as a simple item. The term can also
apply to the ways in which information is cataloged, analyzed, stored and used
manually”. Rossell M (2005) was also of the view that without a computer,
effective handling of candidate record cannot be achieved effectively in a
database, all the data is defined together rather than each file being define
separately. In fact, all the literature consulted seems to support the fact that a
database is a collection of structured data with the structure of data being
independent of any particular application.

Specify the need for a database, O’leary (1996) listed the following advantages:
i. Sharing: in an organization, information from one department can be
readily shared with others.
 ii. Security: users are giving password or access only to the kind information
they need to know.
iii. Fewer files: with several departments having access to one file, there are
fewer files, therefore, excess storage or what is called redundancy is
reduced.
iv. Data Integrity: older filing system many times did not have integrity i.e. a
change made in the file in one department might not be made in the file in
another department. In these days of integrated networks, the database
appeared as the most logical method for organizing the operational data of
large organizations.
One may as well say that these advantages give the database the attraction over
the traditional file processing method.

CHAPTER THREE

METHODOLOGY

1.0 INTRODUCTION
This chapter includes the research method and procedures prepared by the
researcher in order to develop the Asset Management System for Federal
Polytechnic Ado-Ekiti, Ekiti State. This comprises the general analysis of the
current system, recommended hardware and software requirements, the
conceptualization and the research approach used. It will also include an
overview of how to treat research data gathered by the researcher.
3.1 GENERAL ANALYSIS OF CURRENT SYSTEM
The current system used by the Federal Polytechnic Ado-Ekiti, Ekiti State was a
manual way of keeping ICT inventory of their assets. This include spreadsheet
format. This method of managing the Institution ICT assets did not address
certain fundamental needs like asset relocation, vendor information and
managing asset status.

3.2 METHOD OF DATA COLLECTION

During this research work, data needed for the project was gathered from the
various sources. In gathering and collecting necessary data and information
needed from the system analyses, two major fact-finding techniques were used
in this work and there are:

i. Primary Source: This refers to the source of collecting original data in

which the researcher made use of an empirical approaches such as personal
interview and questionnaires.
ii. Secondary Source: The secondary data were obtained by the researcher
from journals, books, school library, and internet downloads. The data
collected from this means have been covered in the literature review in
chapter two.

3.2.1 ORAL INTERVIEW

This was done between the researcher and the staff of the Federal Polytechnic
Ado-Ekiti, Ekiti State. Also, various departmental heads were interviewed
reliable facts were got based on the questions posed to the staffs by the
researcher.

3.2.2 STUDY OF MANUAL.

Manuals and report based on the Intitution assets management were studied and
a lot of information concerning the system in question was obtained. The ICT
asset forms were gathered and information relating to major ICT asset and other
requirement was also obtained.

3.2.3 EVALUATION OF FORUM.

Some forums that are necessary and available were accessed. These included
Institution logos, ICT purchase receipt, asset tag log book etc. These assets form
help in the design of the new system for the Institution.

3.3 PROBLEM OF THE CURRENT SYSTEM

Due to the manual means been used by the Institution, keeping information
about ICT inventory and the location of these assets, a lot of problems are
encountered which includes:
a. Delay in getting detailed information about ICT asset at any given location.
b. Loss of vital document as the filing system is manual.
c. Damage of document due to fire or rain incident.
d. Illegal removal of ICT items by fraudulent staff leading to insecurity and
unaccountable assets.
e. Take a lot of time to retrieve a particular ICT asset information form.

3.4 JUSTIFICATION FOR THE NEW SYSTEM

The new system is designed to solve a problem affecting the manual system in
use. It is designed to be used online thereby relieving both IT departments and
departmental audit staff from much stress as experienced from the manual
system. This will do the analyzing and storing of information either
automatically or interactively. The proposed system will also have some other
features like.

a. Accuracy in the handling of ICT asset data

b. ICT Data security
c. Fast rate of operation and excellent response time.
d. Flexibility (i.e.) it can be accessed at any time
e. An enhanced way of back up or duplicating data in pen drives or storage
devices in the case of data loss.
f. Better storage and faster data retrieval.
g. Accessibility from any part of the world once connected to the centralized
system.

3.5 REQUIREMENTS
I. Functional Requirement: Functional requirements for the asset management
system are:
a. Administration of Users: The system shall record a database of user
accounts and the domain on which the users can access the information.
Technical users like the system administrator who will be able to create
new users, editing data, and deleting a user.
b. User Authorization: The asset management system shall allow the user to be
authenticated by a domain association.

II. Non-Functional Requirements: These kinds of requirements are sometimes

called constraints of the system. Non- functional requirements denote limits of
the system and its expected behavior. They do not impact the system directly
in terms of functionality, these includes;
a. Usability: The system must be errorless in the most common web browsers
such as Chrome, IE 8 and 9, Firefox, Opera, and Safari. The system shall
inform the user about its current state (loading, item created, item updated,
etc.)
b. Reliability: The system must not contain errors making some system
functionalities unavailable or errors disturbing the user while working with
the system.

III. Design Requirements: The system must work in a form of web

application. Records deleted in the system shall be kept in the database.
IV. Implementation Requirements: The system must be implemented in PHP.
The presentation layer of the system has to be implemented in HTML
Framework, razor and a Java front end which makes it run on any browsers
available. The database for the system shall be MySQL.

3.6 SYSTEMS DEVELOPMENT METHODOLOGY

Systems Development Life Cycle (SDLC) is a conceptual model used in
project management that describes the stages involved in an information
system development project (Rouse 2009). It is the process of creating or
altering software systems, and the models and methodologies that people use to
develop these systems.
The proponents will use the Rapid Application Development in developing the
system (diagram as shown in Fig.3). RAD is also a team-based technique that
speeds up information systems development and produces a functioning
information system. The iterative process continues until the system is
completely developed and users are satisfied. The RAD model consists of four
phases: requirements planning, user design, construction, and cutover, as
shown in Figure 3. There is continuous interaction between the user design and
construction phases.
Figure 3. Rapid Application Development Methodology

3.7 SYSTEM REQUIREMENTS PLANNING

In this phase, the developer first identifies the requirements and specifications
that the system requires in order for it to be understood. The proponents also do
the documentation analysis in which secondary sources such as online journals,
books, and websites are being gathered, documented then synthesized the
information. Asset management System is proposed to enhance ICT asset
management and detailed information of all current ICT assets of Federal
Polytechnic Ado-Ekiti, Ekiti State. Additionally, the weakness of the system is
modified where the system administrator cannot access the system without
intranet or interconnected communication connection.

i. User Design: during the design phase of the RAD model, the developer
distinguishes the design and functionalities of asset management System
ii. Construction: it is one of the most fundamental phases where the
programmer starts coding the proposed system. The development of the asset
management System is based on the design presented by the developer.
iii. Cutover: this phase indicates the deployment stage. It covers the
implementation of the system where it is being tested to ensure that it is
running correctly. The developer conducted an evaluation to know if the
system meets the requirements of the institution.

3.8 SYSTEM REQUIREMENT SPECIFICATION

i. Functional Requirements
The asset management system involves ICT staff, auditors and a system
administrator in order for the system to function. All data input will be
processed by the system administrator with the ICT asset data provided.
The system administrator has the access in the system to undertake the
following: edit, add, remove, update location and transfer ICT items in the
system to other locations.
The system will have the following functionalities.

a. System administrator

 Add/Edit/Remove/update/transfer ICT assets

 View current assets Profile
 View status of each asset
 Can view users’ profiles
 Manipulate data entries of all ICT objects
 Print asset inventory list
 Print asset location list
 Print asset cost and vendor
 Print asset warranty period

b. Users
 Transfer ICT assets
 View current assets Profile
 View status of each asset
 Print asset inventory list
 Print asset location list
 Print asset cost and vendor
 Print asset warranty period

c. System auditors

 View current assets Profile

 View status of each asset
 Print asset inventory list
 Print asset location list
 Print asset cost and vendor
 Print asset warranty period

3.9 SYSTEM INPUT REQUIREMENTS

i. For system administrator: The admin ID is needed while password and
AD authentication to access the system and manipulate the system are
needed. The administrator is responsible for the integrity and security of
the end user as well as database.
ii. For other ICT staff: Username, Password, and AD authentication is
required to log in in the system and must be approved by the system
administrator.

3.10 SYSTEM OUTPUT REQUIREMENTS

i. Downloadable report: An output generated in the processing of the asset
management system. The file document can be downloaded by each
location or department to have their own copy. All done data will be saved
in a single or a zipped file where an authorized person is permitted to
access it.
ii. Reports: Reports include all the asset location, condition, warranty,
vendor, expiring date, etc.

3.10.1 SYSTEM ANALYSIS

The system analysis helps the developer to continually learn new techniques
and approaches to properly capture, maintain, understand and develop efficient
and effective systems;
i. Data analysis: This section discusses the study of the data collection
process, data storage and manipulations in the proposed asset management
system, the system administrator have the authority to manipulate the
 system. All data entered by the administrator will be stored in the asset
management system’s database.
ii. Process analysis: Federal Polytechnic Ado-Ekiti, Ekiti State is still in
manual processing of capturing their ICT assets. In this case, the researcher
proposed the “ITAR” IT Asset register also referred to as the “asset
management system” that could generate asset reports in a fast and reliable
process. In order to access the system, the administrator has administrator
user ID and password to manipulate and maintain the security of the
system. Each ICT staff of the Institution is responsible for the accurate
input of data or updating the information in the system to the administrator.

3.10.2 HARDWARE REQUIREMENTS

Since the system will basically run on a Local Area Network system and also a
database driven backend (MySQL). These technologies need an immerse
hardware resources which includes:

 Minimum memories of 1GB RAM.

 A minimum processor speed of 1GHz.
 A minimum video graphic acceleration of 256MB RAM.
 A minimum free hard disk space of 200MB.

3.10.3 SOFTWARE REQUIREMENTS

The system would require:
 32bit Windows vista, windows 7 and windows 8 Operating system. Appls
OS
 Microsoft .Net framework 4.5.

3.10.4 Data Dictionary

The following tables contain the list of all fields included in the tables in the
database. Also displayed are the properties and a brief description of fields.
 Field Optional Field Type Lengt Key Description
Name h
admin_user N INT 5 PK admin user ID number
id is given
Fname N VARCHAR 15 First Name of the admin
Mname N VARCHAR 15 Middle Name of the
admin
Lname N VARCHAR 15 Last Name of the admin
Contact_no N INT 20 Mobile Number of the
admin
Gender N VARCHAR 6 Gender specification of
the admin
Email N VARCHAR 30 Email Address of the
admin

Table 3.1: Administrator

Field Optional Field Type Length Key Description

Name
reqstat_id N INT 5 PK System generated
equence number of asset
id
status N VARCHAR 10 status of asset
asset _id N INT 5 FK asset ID
location_id N INT 5 FK location ID

Table 3.2: ICT Asset

Field Name Optional Field Type Length Key Description
admin_userid N INT 5 PK Generated ID Number
of the admin
Password N VARCHAR 15 Password of the system
administrator
AD_id N INT 5 FK Active directory ID

Table 3.3: Admin user create

Field Name Optional Field Type Length Key Description

location_id N INT 5 PK Location of asset
location_conte N VARCHAR location content
nt
users_id N INT 5 FK Generated ID Number
of the users

Table 3.4: Locations

Field Name Optional Field Type Length Key Description

asset_id N INT 5 PK asset ID
asset_name N VARCHAR 15 asset name
asset_vendo N VARCHAR 15 Assigned to the asset
r
sysasset _id N INT 5 FK System Generated
Sequence Number
serial _id N INT 5 FK serial number is given

Table 3.5: Asset details

3.10.5 CONTEXT DATA FLOW DIAGRAM
The context data flow diagram shows the entire process of the asset
management system. System administrators, auditors, and users serve as the
external entity while the center part represents the incoming and ongoing
process.

Figure 3.4. Context Data Flow Diagram

Figure 3.5. Level 1 Data Flow Diagram

Figure 3.6. Level 2 Data Flow Diagram

3.10.6 ENTITY RELATIONSHIP DIAGRAM

Figure 3.7. Entity Relationship Diagram

The figure above shows the relationship of each entity on the table in the
database of the proposed asset management system. The relationship in the
above tables is one-to-one, one-to-many and many-to-many relationships

REFERENCE
Mahavidyalaya, B. V. (2020). Asset
Management System ( AMS ). 2019–2020.
No Title. (2012). June.
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